Executive Assistant to Chief Financial Officer

HR Yaar; Mumbai; On-site; INR 2,500,000 - 4,200,000; Full time

Job summary

HR Yaar is seeking an experienced Executive Assistant to support the CFO in a fast-paced environment. The role requires discretion, strong coordination, and proactive follow-through to manage schedules, communications, and key priorities while ensuring smooth day-to-day functioning of the CFO's office.

The ideal candidate will manage calendars, travel itineraries, and stakeholder communications, liaison with vendors, and maintain organized documentation.

Qualifications

• 8 - 10 years of experience as an Executive Assistant supporting senior leadership.
• Strong coordination, organisation, and follow-up skills.
• Proven experience in calendar management and travel planning.
• Good negotiation skills, particularly with vendors and service providers.
• Excellent verbal and written communication skills (English).
• High level of discretion, professionalism, and attention to detail.
• Ability to work in a high-pressure, dynamic environment.
• Strong problem-solving mindset and ownership-driven approach.

Responsibilities

• Calendar & Schedule Management: Manage CFO's calendar, coordinate meetings, reviews, and engagements.
• Travel & Itinerary Management: Plan domestic and international travel, visas, logistics, and itineraries.
• Coordination & Follow-ups: Central coordination between MD and stakeholders; track action items.
• Stakeholder & Communication Management: Handle correspondence, maintain confidentiality, build relationships, liaise with vendors.
• Documentation & Reporting: Prepare meeting agendas, minutes, and maintain records.

Skills

Executive Assistant

Calendar management

Travel planning

Vendor negotiation

Communication skills

Discretion

Stakeholder management

Documentation

Job description

Timings: 10:30 - 6:30, Monday to Saturday

Overview:

We are seeking a highly organised and proactive Executive Assistant to support the CFO in a fast-paced environment. This role requires strong coordination, discretion, and follow-through capabilities to manage schedules, communications, and key administrative priorities while ensuring seamless day-to-day functioning of the CFO's office.

Key responsibilities:

Calendar & Schedule Management

• Manage and prioritise the CFO's calendar, including meetings, internal reviews, and external engagements
• Coordinate across stakeholders to ensure optimal scheduling and time management
• Anticipate scheduling conflicts and proactively resolve them

Travel & Itinerary Management

• Plan and coordinate domestic and international travel, including flights, accommodation, visas, and logistics
• Prepare detailed travel itineraries and ensure smooth execution of travel plans
• Handle last-minute changes efficiently

Coordination & Follow-ups

• Act as a central point of coordination between the MD and internal/external stakeholders
• Track key action items and ensure timely follow-ups across teams
• Facilitate communication and ensure closure on priority tasks

Stakeholder & Communication Management

• Manage correspondence on behalf of the MD, including emails, calls, and meeting requests
• Maintain professionalism and confidentiality in all interactions
• Build effective working relationships with senior stakeholders
• Liaise with travel vendors, hotels, and service providers to ensure cost-effective arrangements
• Negotiate rates and terms while maintaining quality standards

Documentation & Reporting

• Prepare meeting agendas, minutes, and presentations as required
• Maintain organised records of key documents and communications

Skills required:

• 8 - 10 years of experience as an Executive Assistant supporting senior leadership
• Strong coordination, organisation, and follow-up skills
• Proven experience in calendar management and travel planning
• Good negotiation skills, particularly with vendors and service providers
• Excellent verbal and written communication skills (English)
• High level of discretion, professionalism, and attention to detail
• Ability to work in a high-pressure, dynamic environment
• Strong problem-solving mindset and ownership-driven approach